guide to setting up iris ae suite - iris.co.uk · payslips and/or p60s in an easy to access, secure...

18/02/2014

Guide to setting up IRIS AE SuiteTM

IRIS PAYE-Master

April 2018

www.iris.co.uk/customer

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Contents

What is IRIS OpenEnrol? ................................................................................................................ 4

What will IRIS OpenEnrol do for me? ................................................................................................... 4

How does IRIS OpenEnrol work? .......................................................................................................... 5

Steps to setting up and using IRIS OpenEnrol ............................................................................. 6

How to create an IRIS OpenEnrol account................................................................................... 7

How to set up IRIS OpenEnrol in the payroll software ............................................................... 8

How to administer your employees’ pension communications using IRIS OpenEnrol ........... 9

Print ........................................................................................................................................................ 10

Published ............................................................................................................................................... 11

Audit ....................................................................................................................................................... 12

Templates .............................................................................................................................................. 13

What is IRIS OpenPayslips? ......................................................................................................... 15

Steps to setting up and using IRIS OpenPayslips ...................................................................... 16

How to create an IRIS OpenPayslips account............................................................................ 17

How to update the payroll software .......................................................................................... 18

How to publish payslips/P60s to the IRIS OpenPayslips portal ............................................... 19

Payslips ................................................................................................................................................... 19

P60s ........................................................................................................................................................ 20

How the employer views the published payslips/P60 .............................................................. 21

Managing the IRIS OpenEnrol & IRIS OpenPayslips Account ................................................... 21

Employees .............................................................................................................................................. 22

IRIS OpenEnrol ...................................................................................................................................... 22

Settings ................................................................................................................................................... 23

Subscription ........................................................................................................................................... 23

Maintenance .......................................................................................................................................... 23

www.iris.co.uk/customer 3

Dear Customer,

Welcome to your guide to setting up and using the IRIS AE SuiteTM web portal.

The IRIS AE SuiteTM consists of several elements, including Auto enrolment

(within your payroll software), IRIS OpenEnrol and IRIS OpenPayslips/P60s.

For more details on the IRIS AE SuiteTM please contact Sales on 0344 815 5656

The Guide will describe how to set up and use each function on the web and

also within your payroll software.

The Guide contains instructions on setting up the cloud portal for the following elements of the

IRIS AE SuiteTM:

IRIS OpenEnrol

IRIS OpenPayslips and P60s

Further help can also be found on our website

http://www.iris.co.uk/support/iris-openpayslips


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What is IRIS OpenEnrol?

IRIS OpenEnrol is an element of the IRIS AE SuiteTM; a new way to distribute workplace pension

communications to employees. Letters that need to be sent to employees, in order to comply with

legislation, will be created automatically when you run the payroll. They will then be published to a

secure online portal. The letters are emailed directly to each employee, and once they have

registered with the portal they will be able to quickly view all of their past automatic enrolment

letters in an easy to access, secure area.

What will IRIS OpenEnrol do for me?

■ Employees receive pension communications directly via email

■ Letters can be accessed anywhere an internet connection is available

■ Quick and easy to setup with no software to install

■ Increases Automatic Enrolment administration efficiency

■ Reduces carbon footprint demonstrating an environmentally friendly solution

■ Reduces communication distribution costs including printing, postage and processing

■ Fully secure

■ Allows employees immediate 24/7 access to their own pension communication

information

■ Free IOS, Android and Windows Phone apps available for employees to securely view their

own pension communications on tablets or smartphones

■ You can log into IRIS OpenEnrol and print any communications if an employee does not

have an email address

■ All published communications are date stamped for audit purposes and a copy stored

against the employee record


How does IRIS OpenEnrol work?

Certain Automatic Enrolment triggers during the payroll run will cause a communication to be

created, which you then need to publish to the IRIS OpenEnrol secure website. IRIS OpenEnrol

takes that data and creates letters in the form of Adobe PDF files to be sent to your employees.

■ If the employee has an IRIS OpenEnrol account an Adobe PDF version of the letter will be

emailed to the employee and stored online

■ If the employee does not have an account but has an email address they will still receive

the pension communication but will also be asked if they wish to set up their online

account. The letter content is in the email, meeting the TPR key requirements

■ If the employee does not have an email address, log into IRIS OpenEnrol to print the

required letter

When you Publish for a company for the first time, the company and employee details

are created for you in IRIS OpenEnrol.


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Steps to setting up and using IRIS OpenEnrol

Create your IRIS AE SuiteTM

account

Enter your IRIS OpenEnrol login details into the payroll

Follow steps in Pension Guide to set up payroll correctly

Publish letters from within payroll

Use the IRIS OpenEnrol portal to manage pension communications

to your employees


How to create an IRIS OpenEnrol account

1. Once you have signed up for the IRIS AE SuiteTM you will receive an email confirming your

IRIS OpenEnrol account has been created. Click on the link to confirm your Contract and

Direct Debit details

2. You will then receive an email confirming your account has been created. Click on the link

in that message to complete your registration

3. Enter your New password, Confirm new password and click on the Set Password button

4. Another email will be sent confirming those password details. You are now ready to use

IRIS OpenEnrol

If you have an IRIS OpenPayslips account you do not need to set up a new account for IRIS

OpenEnrol; you can click the Login button and login as normal


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How to set up IRIS OpenEnrol in the payroll software

The New Administrator - Email Address needs to be added to the payroll software and all

employees must have a valid email address.

1. Log into Payroll, click on Utilities | Change Passwords | Online Login Details

2. Enter the Email Address and Password registered on the portal and click OK

To enable you to set login details for a specific company, if you log into the company and

then enter the Username and Password in Utilities | Change Passwords | Login

Details this will restrict the published data that can be seen to this Username/Password

only

If you have entered the Username and Password in Utilities | Change Passwords |

Login Details when not logged into a company; these will be used as the default for any

companies without specific Login Details

3. Make sure all employees have an up-to-date, valid email address within Employee Details

For IRIS OpenEnrol to operate correctly it is vital for certain information to be present.

Instructions on what else you must do can be found in the Pension Guide, which you can

access via the Pension menu in your payroll software

The Pension Guide also details how the letters are created and how to publish them

We recommend that a payroll is finalised prior to publishing IRIS OpenEnrol

communications. If payroll is recalculated and communications have not been sent, they

can be amended or deleted before the pay period is complete


How to administer your employees’ pension communications using

IRIS OpenEnrol

1. Visit the IRIS OpenEnrol website at https://www.irisopenpayslips.co.uk/ and click the Login

button

2. Enter here the login details you entered when you created the IRIS OpenEnrol account. User

name is the Email Address you used. Click the Login button

NOTE: To receive a password reminder simply click the Forgot your password? link

The first screen you see on logging in is the Employees tab. This is a summary of what’s happened

recently within the company.

3. Click on the OpenEnrol tab

The OpenEnrol tab has four views, Print, Published, Audit and Templates. It opens by default on

the Print view.

https://www.irisopenpayslips.co.uk/


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Print

Ideally your employees will have email addresses set up within the payroll software so that when

you click the Publish button (as described within the Pension Guide) the pension

communications will be sent automatically via email to those employees. They will also be able to

set up their own IRIS OpenEnrol accounts, and access their own communications via the portal.

However there may be some employees who are unable to receive their communications this way

as they do not have an email address. You are able to print their letters via this Print section of

the IRIS OpenEnrol portal and send them a physical copy, whilst retaining a record of having sent

the communication for audit purposes.

1. Use the Client Filter to view results by company, and Employee Search to find particular

individuals

2. Click the Select All box or tick the boxes to select particular letters. Then click the Print

button


Published

You may need to resend emails or merely see what communications have been sent. To do this:

1. Click the Published button to open the Published view

You are able to view a list of all the emailed communications, as well as resend the emails if

necessary, from this screen

2. Use the Client Filter to view results by company, and Employee Search to find particular

individuals

3. Click the Select All box, or tick the boxes to select particular letters. Then click the Resend

button to resend the emails previously sent through the payroll software


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Audit

The Audit section is primarily for the Pensions Regulator, so you can provide evidence that you

are meeting your legal obligations regarding pension communications.

1. Use the filters From, To, Document, Client Filter and Employee Search to narrow the list

of entries as required

2. Click the Quick Report button to download a PDF version of the data on your screen


Templates

Finally, you can view the various Templates that are in use to create the letters, see what the

current versions are and edit them in order to add your own logo and signature.

1. Click on the Templates button to open the Templates view

2. In the View column, click on the View Template link next to the template you are

interested in

3. The screen will change to the Edit Template view. This will show the changes that have

been made to that particular template, and when they were made


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To add your logo to the template:

1. Click the Edit Logo button

(This screen may look slightly different if using a browser other than Internet Explorer)

2. Click the Browse button next to Upload New Logo then browse for your logo on your

system and click Open

3. Click Save Changes and your amended template will appear in the list as the latest

version. Click the View Template link to view a PDF of your amended template


What is IRIS OpenPayslips?

IRIS OpenPayslips is a new way to distribute payslips and P60s to employees. Payslips and P60s

are published from within the payroll software to a secure online payslip portal. Once employees

have registered with the portal they are able to quickly view all of their current and historic

payslips and/or P60s in an easy to access, secure area.

■ All payslip/P60 information is taken directly from the payroll software and displayed

exactly how they are usually seen

■ Payslips/P60s can be accessed anywhere an internet connection is available

■ Quick and easy to setup with no software to install

■ Increases payroll processing efficiency

■ Reduces carbon footprint demonstrating an environmentally friendly solution

■ Reduces payslip/P60 distribution costs including printing, postage and processing

■ Fully secure

■ Allows employees immediate 24/7 access to their own pay information

■ Easy access to historical pay information for both employer and employee

■ Free IOS, Windows phone and Android apps available for employees to securely view their

own payslips/P60s on tablets or smartphones


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Steps to setting up and using IRIS OpenPayslips

Visit IRIS OpenPayslips website and Create Account

Update payroll software with

Account details

Check employee email addresses

Publish payslips and/or P60s


How to create an IRIS OpenPayslips account

1. Visit the IRIS OpenPayslips website here

2. Click Try Now to open the following screen:

3. Enter the required details then click Create. An activation email will be sent to the New

Administrator - Email Address

4. Click the link in the email to be taken back to the IRIS OpenPayslips website

5. Enter a Password and click Set Password



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How to update the payroll software

The new Administrator - Email Address needs to be added to the payroll software and all

employees must have valid email addresses.

1. Log into Payroll, click on Utilities | Change Passwords | Online Login Details

2. Enter the Email Address and Password registered on the IRIS OpenPayslips website and

click OK

3. Make sure all employees have up-to-date, valid email addresses within Employee Details


How to publish payslips/P60s to the IRIS OpenPayslips portal

Payslips

1. Once you have calculated the payroll from the Pay menu, select Payslips | Publish

Payslips

2. Click OK

3. A message will be displayed advising you are about to publish payslips to IRIS

OpenPayslips, click Yes to continue

4. If not all employees have an email address, a message will appear asking if you wish to

print payslips for those individuals

5. Select Yes or No

6. All employees paid in the selected pay period with an email address will then be sent an

email asking them to register with the IRIS OpenPayslips website to view/print their payslip


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P60s

1. From Year End | Print P60s, select Publish P60s

2. Select the Pay Frequency then click OK

3. All current employees paid in the tax year with an email address will then be sent an email

asking them to register with the OpenPayslips website to view/print their P60


How the employer views the published payslips/P60

To view the published payslips/P60:

1. Go to the IRIS OpenPayslips website at https://www.irisopenpayslips.co.uk/ and log in

with the registered email address and password

2. Click on an employee’s name and the screen will change on the right to show their

communications

3. Select the tax year on the right that you wish to look at, then click on either the Payslips

tab or P60 tab. The screen will change again to show the payslips/P60s uploaded for the

employee in that tax year

4. Click on the Payslip or P60 and a new browser tab will open containing a copy to be viewed

or printed as needed

5. Click back to the first browser tab to return to IRIS OpenPayslips

Managing the IRIS OpenEnrol & IRIS OpenPayslips Account

The main page has five tabs on the top left, Employees, OpenEnrol, Settings, Subscription and

Maintenance. (IRIS OpenEnrol is detailed earlier in this guide)



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Employees

The Employees tab displays all employees from all companies in the payroll software that have

had payslips/P60s published to IRIS OpenPayslips, along with their current Status.

The list of employees can be sorted using any of the columns; Status shows whether a

registration email has been sent and whether the employee has registered with IRIS OpenPayslips

yet.

How to edit an employee’s details

1. On the Employees tab select the individual using the buttons on the left, then click Edit

Employee

2. Amend details, then click Update

IRIS OpenEnrol

IRIS OpenEnrol is an element of the IRIS AE SuiteTM detailed earlier in this guide

If an employee’s email address changes, you must update it in the payroll

software AND here, as it will not sync automatically when you publish

payslips/P60s


Settings

The Settings tab has two buttons on the top

left, Account Details and Report. When the

Settings tab is selected it opens by default on

the Account Details view.

■ Account Details shows the account administrator details. These can be updated by

clicking the Edit button

■ From the Report button you can:

▪ Use the Audit Log Report to view a list of all actions taken within this account. Use the

Search box to filter the results if required

▪ View Published Payslips History to create a report showing the number of files

uploaded per payroll company. Enter the relevant dates and click either Data Export

(.CSV) or Print View

▪ View Changed Employee Emails showing previous email addresses and what they

have changed to

Subscription

The Subscription tab has two sections, Contract and Invoice History.

■ Contract displays your Start Date and End Date ■ Click on Invoice History to view, print or export invoices

Maintenance

The Maintenance tab allows you to recall payslips that have been sent in error. You can recall

Payslips, P60s and Pensions information by clicking on the relevant button at the top of the

screen.

To recall a document:

1. Tick the box next to the relevant document or click the Select All box if you need to recall

everything

2. Click the Recall button

This will remove the published document from the website, it will not recall the actual sent

email (which in the case of Pensions includes a copy of the letter). If the employee tries to click on

the link to the payslip/P60 in the email, it will not work.

guide to setting up iris ae suite - iris.co.uk · payslips and/or p60s in an easy to access, secure...

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